Executive Assistant & Operations Coordinator — US Financial Services Firm (Long-Term, Night Shift)

**Type of Employment:** Full-Time, Long-Term (this is a permanent role, not a project)
**Salary:** $1,400 – $1,800 USD/month, depending on experience (includes night differential)
**Hours:** 40 hrs/week, Monday–Friday, 7:00 PM – 4:00 AM Manila time (1 hour break)
**Company:** New York–based financial services firm

## About the Role

We are a boutique financial services firm headquartered in New York. Our team is small, senior, and moves quickly — which means administrative work has a real habit of becoming the bottleneck.

We are hiring one Executive Assistant & Project Coordinator to work directly with a firm principal. This is not a task-taker role. Within a few months you should be anticipating what needs to happen, chasing people without being asked, and owning the operating rhythm of the week.

We are looking for someone who wants to stay for years, not months. We invest in the people we hire and we expect that to be mutual.

## What You'll Do

The work sits in a clear priority order, so you always know what to focus on when everything lands at once:

**First priority — the principal's day**
- **Email management** — triage a high-volume inbox, flag what matters, draft replies for review, and make sure nothing falls through
- **Calendar management** — schedule and reschedule across multiple time zones, protect focus blocks, handle the back-and-forth so it never reaches the principal

**Second priority — projects and people**
- **Project coordination** — maintain trackers, keep deliverables and deadlines visible, and flag things that are slipping before they slip
- **Team coordination** — follow up with colleagues and external partners for documents, approvals, and responses; you will be nudging senior people, politely and persistently
- **Meeting support** — prepare agendas, capture notes and action items, and drive follow-ups to closure

**Third priority — marketing and research support**
- **Social media support** — draft posts and maintain a content calendar for review and approval before anything is published. You will not be publishing independently or responding to comments; our industry is regulated and all published content goes through an internal approval step
- **Research and list building** — identify target firms and contacts, enrich records, and maintain clean outreach tracking

**Ongoing backlog — data**
- **CRM and data hygiene** — deduplication, formatting cleanup, field standardization, and record maintenance. This is the work you pick up whenever the queue above is clear, so there is always something useful to do

**Documentation** runs through all of it — build and maintain the process notes that make this repeatable.

You will **not** be doing bookkeeping, cold calling, sales, or graphic design.

## What We're Looking For

**Required:**
- 3+ years supporting a US-based executive or team in an EA, PM, or operations role
- Excellent written English — you will be drafting emails sent to senior professionals, and they need to read as if the principal wrote them
- Genuine project management ability: you can hold ten open threads and know the status of every one
- Comfort with follow-up. A large part of this job is asking busy people for things repeatedly without irritating them
- Strong judgment about confidentiality — you will see sensitive business information daily
- Reliable, fast internet and a quiet, dedicated place to work
- **Proven history working the US night shift.** Please only apply if you have worked a graveyard or late-night shift continuously for at least the past two years and intend to keep doing so

**Nice to have:**
- Experience in financial services, legal, real estate, or another document-heavy professional environment
- Familiarity with Salesforce, Box, Slack, or Microsoft 365
- Experience drafting professional LinkedIn content for a B2B audience
- Solid spreadsheet skills and patience for data cleanup — deduplication, standardization, and record maintenance
- Comfort using AI tools to work faster — we use them and we want you to as well

## Schedule and Time Zone

Your hours are anchored to **US Eastern Time: 7:00 AM – 4:00 PM ET**, with a one-hour break. In Manila that is 7:00 PM – 4:00 AM most of the year, shifting to 8:00 PM – 5:00 AM during the US winter months when US daylight saving ends.

This is a night shift, and we want to be direct about that rather than discover it together in month three. It is slightly earlier than the standard BPO graveyard schedule, and it gives you a full overlap with our working day — which is the point. This role involves live coordination with our team throughout the US business day, so the hours are not flexible.

Philippine holidays are handled through your PTO allocation rather than a fixed calendar, so you can take the days that actually matter to you.

## What We Provide

- **Company-provided laptop**, purchased locally and shipped to you
- **Private HMO coverage** after 90 days
- **13th month bonus**, paid in April
- **Internet and electricity stipend**, monthly
- **Paid time off** — 15 days annually, plus flexibility around Philippine holidays
- **Payment via Wise on the 1st and 15th of every month**

## How to Apply

Please follow these instructions carefully — applications that don't will not be reviewed.

Send your application with the subject line: **`EA-PC — [Your Full Name] — Mid Shift`**

In the body of your message, answer these four questions. Keep it brief; we are reading for clarity, not length.

1. What shift have you worked for the past two years, and what does your typical day look like around it?
2. Describe a time you had to chase a senior person for something repeatedly. What did you actually do?
3. What tools do you use to keep track of open items, and why that system?
4. What is one thing about your current or most recent role that you would change?

Please also attach your CV.

**Process:** shortlisted candidates will complete a short paid work sample (approximately 90 minutes, paid at your quoted rate), followed by a video interview. We aim to move from application to offer within two weeks.